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What do you do if your email and communication channels are overwhelming your Internal Communications?

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In today's fast-paced work environment, email and other communication channels can quickly become overwhelming. This deluge of information can lead to missed messages, decreased productivity, and a sense of chaos within your internal communications. If you find yourself struggling to keep up with the constant stream of emails, chat notifications, and other internal messages, it's time to take control and implement strategies to streamline your communications.

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1 Audit Usage

Begin by conducting an audit of your current communication channels. Determine which platforms are essential and which ones contribute to the noise. It's possible that you're using multiple tools with overlapping functions. By identifying these redundancies, you can eliminate unnecessary platforms and consolidate communication. Assess the volume of messages sent through each channel and consider whether they all serve a purpose. Reducing the number of channels in use can significantly decrease the overall communication burden.

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Jacqueline Preston

Communications Leader | PR & Marketing Strategist | Award-winning Writer | Speaker | LinkedIn Top Voice
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As an internal communicator, generate metrics around your internal publications. Check all the rates - open, click-through, and reading. Consider all the push communications your audience gets daily, weekly and monthly. It might be time to revamp or do away with some of the channels that historically never really served a purpose. Treat each message on a case-by-case basis. Every communication doesn't need an email or a flyer. Meet your audience where they live. An employee who works on the road may benefit from a text message rather than an all-user email or voicemail.

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Liana Khalaf

B2B Strategic Communications Consultant | Internal Communications | Executive Profiling | Storytelling
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When we were just starting to build and streamline an effective internal communications function, one of the first things we did was audit all the communications that were being sent out via email. A lot of the time, executives needed to tick a box, to ensure a communication was sent out. This lead to people being overwhelmed by the number of emails coming through and engagement suffered. To remedy this, we built a channel strategy and created limitations on how/when communications were sent out. Channels were built around audience groups, and this resulted in higher click through rates because messages were tailored based on relevance.

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2 Set Protocols

Once you've streamlined your tools, establish clear protocols for their use. Define which types of communication should be sent through email, instant messaging, or other platforms. For example, emails can be reserved for formal communications and longer discussions, while instant messaging is used for quick questions and real-time collaboration. Encourage your team to adhere to these guidelines to ensure that each channel is used effectively, preventing the misuse that often leads to an overflow of messages.

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Sam Drexler

Internal & Executive Communications at Google | advisor & coach to scale trust & inspiration
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Create guidelines for what warrants a broad email. If there's a lot of noise in your organization, raising the bar on broad emails will immediately eliminate a lot of it. Internal communicators need to hold this line or risk every important message being diluted, or worse, lost in the inbox. Having alternative channels will help you say "no" while giving people another option to reach their audiences. This is key to being a good partner.

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3 Manage Inbox

Managing your inbox effectively is crucial. Encourage the use of filters, folders, and labels to organize incoming messages. This can help you prioritize important communications and keep your inbox clutter-free. Additionally, promote a culture of concise messaging. Encourage team members to keep emails brief and to the point, reducing the time required to read and respond to each one. An organized inbox is a manageable inbox.

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4 Schedule Checks

To prevent constant interruptions from incoming messages, schedule specific times for checking your communication channels. This allows you to focus on your work without the distraction of a continuously pinging inbox. Inform your team of these check-in times so they know when to expect responses. This practice not only improves your productivity but also sets a healthy boundary between work and personal time, reducing the stress associated with an always-on communication culture.

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5 Train Staff

Training staff on best practices for digital communication is essential. Offer workshops or guidelines on writing effective messages, managing email settings, and utilizing communication tools to their full potential. By educating your team on these practices, you can enhance the efficiency of your internal communications and reduce the overall volume of messages sent.

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6 Use Analytics

Finally, utilize analytics tools to monitor the flow of communications. Most platforms provide data on message volume, response times, and other metrics that can help you understand communication patterns within your organization. Use this information to make informed decisions about potential changes or improvements to your communication strategies. Analytics can guide you in fine-tuning your approach to ensure that your internal communications remain clear and manageable.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Shreyash Siddhant

Management Consultant | MBA (Marketing & IT), IMT G | CSE, University of Birmingham | BGS Scholar
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An alternative to spamming the inbox of employees is to create a searchable repository and store all the mailers there and replace daily mails with a weekly or fortnightly mailer with the title of all the artifacts that were uploaded to the repository between the latest mail and the mail before that.

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What do you do if your email and communication channels are overwhelming your Internal Communications?

1

2

3

4

5

6

7

1 Audit Usage

2 Set Protocols

3 Manage Inbox

4 Schedule Checks

5 Train Staff

6 Use Analytics

7 Here’s what else to consider

Internal Communications

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What do you do if your email and communication channels are overwhelming your Internal Communications?

1

2

3

4

5

6

7

1 Audit Usage

2 Set Protocols

3 Manage Inbox

4 Schedule Checks

5 Train Staff

6 Use Analytics

7 Here’s what else to consider

Internal Communications

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